Configuration & Setup

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​​​​​Introduction

This document covers the initial installation and configuration for the Absorb LMS package. Additional information is provided as guidance for implementation across orgs with different security models. The Absorb LMS Salesforce package also supports SFDC orgs with Professional Edition licensing, so their inherent limitations will also be accounted for.

Contents

System Connections​​​​

Before Package Install/Org Prep

There are a few checks and configuration changes that are recommended before installing and implementing Absorb functionality into an org. There are features and layouts that make use of the standard features as discussed here.
 

Domain Setup

A custom domain is required for Salesforce Lightning. Creating a domain for the org can be completed by clicking on the gear in the upper right and then through Setup > Company Settings > My Domain.
  1. Check for the availability of a domain and register it
    setup-1.png
  2. After the domain has been registered, refresh the page. You will need to log in to the new domain for the org to continue the process. Click on the “log in” button and re-enter your credentials.
    setup-2.png
  3. After logging in, click the “Deploy to Users” button
    setup-3.png

Enable Chatter

Setup of Chatter is required to install the package since there are components, and Visualforce pages in the package, intended for use on the User Profile page in both Lightning and Classic. If you do not wish to have/use Chatter, it can be disabled after the installation of the package has been completed.​
  • In Salesforce Lightning, the path would be Setup > Feature Settings > Chatter > Chatter Settings or you can search for “Chatter Settings” in the setup menu search bar. From there, click “Edit” and check the box for enabling Chatter.
    setup-4.png

  • Once additional configuration options appear, ensure that “Enable Actions in the Publisher” is checked off before clicking “Save” to complete Chatter activation.
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  • Chatter feed tracking for standard and custom objects, and fields, can be checked in the Classic version of Salesforce by searching for “Feed Tracking” in the setup search bar:
    setup-6.png

(Optional) Enable Lightning Experience

The Absorb Salesforce App is fully compatible with the Salesforce Lightning Experience, but Lightning is not required. Lightning can be enabled by clicking the “Get Started” button (see Figure 1) for the Lightning Experience Migration Assistant while in Classic. You can read more information on how to enable Lightning in the Salesforce PDF Document.

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​Figure 1
 
 

Package Installation

Installation of a managed package allows the use of the custom features in Salesforce built for Absorb LMS.
 

Package Install in Salesforce

Copy and paste the package install link into your browser’s address bar while you are logged in to your org, and select the correct installation. 
 
Install for Admins Only” is recommended (see Figure 2). This option allows for controlling access and permissions after the package has been installed. For further information, please refer to Salesforce documentation on Package Installations.
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​Figure 2
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​Post-Install Configuration: Layouts

There are additional setup steps that are required after the package has been successfully installed. Standard Layouts in Classic and Lightning need to be modified to include custom tabs, components, buttons, and Visualforce pages. Additional information on customizing the User Interface (UI) for accessing records in Lightning and Classic can be found here:
 

Account Page Layout

New to the Page Layout for Account are a Lightning Action, two Visualforce buttons, and a Lightning component.
 
Navigation: Setup > Object Manager > Account > Page Layout
● Clicking on the existing Account Layout will alter the org default
● Click “New” and select an existing layout to clone if the goal is to have a distinct Absorb-only Account Page Layout that can be assigned to specific profiles
 
Drag the “Enroll in Training” and “View Course Completion” buttons onto the custom button area from the Button section (highlighted in blue). 
account-1.png
 
Mouse over the “Mobile Mobile and Lightning Experience Actions” section, and click on the wrench icon to the right side. Drag the “Enroll in Training” Lightning action into this area from the Mobile & Lightning Actions section (highligted in blue).

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At this point, related lists can be dragged down onto the page as well using the same method. The content of the related lists can be altered by clicking on the wrench icon after it has been dragged onto the layout.
 
If the layout is supposed to be viewable only by users with specific profiles, click “Page Layout Assignments” and assign to the relevant profiles.
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The Lightning Page Layout also needs to be updated. Click into any Account Record while in Lightning > Click on the gear icon in the upper right > click “Edit Page
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Add a new tab, rename it, and drop the “Account Transcript” component from the “Custom-Managed” section on the left side into the body of the new tab.
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There are several design attributes on the right side that affect how the component will appear:
  • Title: The text that will appear in the header of the component.
  • Icon Name: The icon that will appear next to the title text in the component header.
    • Available icons can be found here, format is [category]:{icon_name} in lower case (e.g. ‘standard:contact’)
  • Show Total Checkbox: Determines whether or not the total number of contacts will be displayed.
  • Label if No Records: Empty state text that you want to appear. I.e., if there are no contacts in this account or there are none whom are enrolled in anything.
  • Load More Amount: Determines the number of contacts loaded into the component initially, and then every time “Load More” is clicked.
 
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Click “Save” and then “Activate”. Activate as App Default, and assign this Lightning page layout to the App that Absorb Users would be using while they are in Salesforce.
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Contact Page Layout

New to the Page Layout for Contact are a Lightning Action, two Visualforce buttons, and a Lightning component.
 
Navigation: Setup > Object Manager > Contact > Page Layout
● Clicking on the existing Contact Layout will alter the org default
● Click “New” and select an existing layout to clone if the goal is to have a distinct Absorb-only Contact Page Layout that can be assigned to specific profiles
 
Drag the “Enroll in Training” and “View Transcript” buttons onto the custom button section for Salesforce Classic.
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Mouse over the “Mobile and Lightning Experience Actions” section, and click on the wrench icon to the right side. Drag the “Enroll in Training” Lightning action into this area from the Mobile & Lightning Actions section (highlighted in blue).
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At this point, related lists can be dragged down onto the page as well using the same method. The content of the related lists can be altered by clicking on the wrench icon after it has been dragged onto the layout.
 
If the layout is supposed to be viewable only by users with specific profiles, click “Page Layout Assignments”, and assign to the relevant profiles.
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The Lightning Page Layout also needs to be updated. Click into any Contact Record while in Lightning > Click on the gear icon in the upper right > click “Edit Page”.
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Add a new tab, rename it, and drag the following components from the “Custom-Managed” section on the left side, into the body of the new tab:
  • Badges
  • Certificates
  • Competencies
  • Course Progress

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There are a number of design attributes on the right side that affect how each component will appear:
  • Show Total checkbox
    • Whether or not the total number of contacts will be displayed
  • Label if No Records
    • Empty state text that you want to appear, i.e. if there are no contacts in this account or there are none whom are enrolled in anything
  • Show Badges - affects the Competencies Component
    • Checking or unchecking determines whether a badges column is shown
  • Load More Amount
    • Determines the number of contacts loaded into the component initially and then every time “Load More” is clicked
setup-21.png
 
Click “Save” and then “Activate”. Activate as App Default and assign this Lightning page layout to the App that Absorb Users would be using while they are in Salesforce.
 

Opportunity Page Layout

The “Enroll in Training” button and Mobile & Lightning Action also need to be added to the page layout for the Opportunity object.
 
Navigation: Setup > Object Manager > Opportunity > Page Layout
  • Clicking on the existing Opportunity Layout will alter the org default
  • Click “New” and select an existing layout to clone if the goal is to have a distinct Absorb-only Opportunity Page Layout that can be assigned to specific profiles
From the Buttons section (highlighted in blue) Drag the “Enroll in Training” button onto the custom button section:
opportunity-1.png

Mouse over the “Salesforce Mobile and Lightning Experience Actions” section and click on the wrench icon to the right side. Drag the “Enroll in Training” Lightning action into this area from the Mobile & Lightning Actions section (highlighted in blue).
opportunity-2.png
 
 

User Profile Layout

The profile sub-tab app for others and self will need to be updated - this can only be done in Classic.
 
Navigation: Setup > Create > Apps > Subtab Apps > Click “Edit” on Profile (Others) or Profile (Self)
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​Profile (Others) - this is what others will see when they view someone else’s profile
  • Click “Edit” and add “User Transcript” 
  • Check off “Show in Lightning Experience”, select a default tab to land on, and click “Save
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Profile (Self) - this is what the logged in user will see when they view their own profile
  • Click “Edit” and add “My Courses” and “User Transcript
  • Check off “Show in Lightning Experience”, select a default tab to land on, and click “Save
setup-26.png
 

User Page Layout

There is a “Sync with Absorb” field that can be dragged onto the details page. This field would be used to manually mark users for syncing through the Salesforce UI.
 
Navigation: Setup > Object Manager > User > Page Layout
  • Click “New” and select an existing layout to clone if the goal is to have a distinct Absorb-only User Page Layout that can be assigned to specific profiles
Drag the “Sync with Absorb” Field onto the page.

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Post-Install Configuration: Permissions

Five baseline permission sets are included with the package: 
  1. Absorb LMS API User
  2. Absorb LMS Administration
  3. Absorb LMS Sales Ops
  4. Absorb LMS Standard User
  5. Absorb LMS Enroll Other Salesforce Users
 
Except for "Absorb LMS Enroll Other Salesforce Users”, these need to be updated with additional permissions after the package has been installed. These post-install steps are necessary because Object settings for standard objects, Assigned Apps, System Permissions, and Assigned Connected Apps cannot be packaged with a permission set. After being cloned and augmented, the completed permission sets can be assigned to the Salesforce users who need them to interact with the Absorb Salesforce app.
 
Professional editions of Salesforce have a limit of ten created/modified permission sets. Since modification of the packaged permission sets during the post-install steps requires cloning (creating) new permission sets, this limit could be a potential problem if too many of those ten created/modified permission set slots are reserved/used. The fallback recommendation would be to modify existing custom profiles, or add new custom profiles, that can then be assigned to users while using the permission sets as a reference. Please note that there is also a limit of two custom profiles in a Professional Edition Salesforce org. In a worst-case scenario, Permission Sets and/or custom profiles can be merged with the existing permission sets and the additional permissions detailed here as guidelines.
 
Note: As new custom fields are added, Permission Sets and Profiles will also need to be updated.
 
To start, navigate to the Permission Set settings:
  • (Lightning): Setup Home > Users > Permission Sets
  • Click on a Permission set and clone it
    • Give the clone an updated Label and API Name
    • Delete the second half of the description; if you are updating/completing the packaged permission set, then that text in the description no longer applies. 
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  • The cloning process is the same for all 4 permission sets, but the additions needed for the cloned permission sets are detailed below:

Absorb LMS API User: Additional Permissions

This permission set is for the designated API user. Syncing and the creation of records in Salesforce is done through this API user, and ideally this user should be distinct from any other user for the purposes of data logging. Initial setup should be done through the API user since OAuth is done through this user as well.
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  • Navigate back to the cloned permission set and click through to “Assigned Apps
  • Add the two Absorb Setup apps. These two represent the setup app with the Setup tab/page in both Salesforce Lightning and Classic
    setup-30.png
  • Now select “Object Settings” from the drop-down menu
  • Click on “Contact Awarded Competencies” then “Edit” and check the boxes for Read, Create, Edit, Delete, View All and Modify All under Object Permissions
    setup-31.png
  • Repeat the same steps for the “Contact Class Attendances” and “Contact Enrollments” objects.
    • This includes adding the same permissions (Read, Create, Edit, Delete, View All, Modify All)
  • Note that completing the above steps for “Contact Awarded Competencies", “Contact Enrollments”, and “Contact Awarded Competencies” will grant read and view all access to the Contact object automatically. This is because the Contact is the Master in the Master-Detail relationship for the above objects.
  • Lastly, switch to “System Permissions” from Object Settings and click “Edit
    • ​Add the following permissions:
  • API Enabled
  • Customize Application
  • Manage Certificates
  • Manage Connected Apps
  • Manage Custom Permissions
  • View Setup and Configuration
  • Assign Permission
  • Manage Internal Users
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Absorb LMS Administration: Additional Permissions

This Permission set contains the minimum level of access to elements from the package, and from the Salesforce org, to enable a user to utilize the custom Absorb LMS Setup page. It should be assigned to users who are responsible for the day to day administration of the org. 
 
Note that only read access to the Contact and User objects/fields is detailed here. If additional permissions to other objects and records are desired, they can also be added to the cloned permission set. The intent of the permission set is to grant access to the setup app to someone in a technical support role.
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  • Navigate back to the cloned permission set and click through to “Assigned Apps
  • Add the two Absorb Setup apps. These two represent the setup app with the Setup tab/page in both Salesforce Lightning and Classic
    setup-34.png
  • Now select “Object Settings” from the drop-down menu
  • Click on the “Contact” Object, click “Edit”, and check the box for “Read” under object permissions
    setup-35.png
  • If there are custom user fields in the org that you want to be accessible for syncing between Absorb and Salesforce, then click on “User”
    • Click “Edit” and check off “Read Access” boxes for the custom fields you want to be available for mapping in the Absorb Setup App
      setup-36.png
  • Lastly, switch to “System Permissions” from Object Settings and click “Edit
  • We need to add the following permissions:
    • Customize Application
    • Manage Connected Apps
    • Manage Custom Permissions
    • View Setup and Configuration
  • Once again, additional permissions can be added as required based on the administrator’s responsibilities
 

Absorb LMS Sales Ops: Additional Permissions

This permission set is meant to serve as a starting point for use in direct support roles for the sales teams. E.g., someone who has a more technical understanding of the Absorb and Salesforce systems, but not to the point of being IT staff or a Systems Administrator. One of their responsibilities could be creating Featured Course records to establish a schedule of when courses are promoted in the Featured Course carousel.
 
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  • Navigate back to the cloned permission set and click through to “Assigned Apps
  • Add the two Absorb LMS apps or the apps that Salesforce users will be utilizing when interacting with LMS elements (E.g., courses, curricula, enrollments, etc.)
    setup-38.png
  • Now select “Object Settings” from the drop-down menu
  • Click on “Contact Awarded Competencies” then “Edit” and check the boxes for Read, Create, Edit, and Delete under Object Permissions
    setup-39.jpg

  • Repeat the same steps for the “Contact Class Attendances” and “Contact Enrollments” objects.
    • ​This includes adding the same permissions (Read, Create, Edit, Delete)
  • ​Record-level access for these objects will be driven by sharing permissions for the Account and Contact.
  • Note that completing the above steps for “Contact Awarded Competencies”, “Contact Class Attendances”, and “Contact Enrollments” will grant read access to the Contact object automatically. This happens because the Contact is the Master in the Master-Detail relationship for the above objects

 

Absorb LMS Standard User: Additional Permissions

This permission set is meant for the typical Absorb LMS user who will be enrolling people into courses and managing Accounts, Opportunities, and Contacts. Sales Representatives, or Account Executives that needs to enroll Contacts into Courses from Absorb, would both be good examples of uses that would need this Permission set. This Permission set grants access to of the custom objects, and junction objects, required for Absorb LMS features and components to work in Salesforce.
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  • Navigate back to the cloned permission set and click through to “Assigned Apps
  • Add the two Absorb LMS apps. They represent mock applications in Lightning and Classic with some tabs and layouts that provide an example of how the components and Absorb features work. 
    • Alternatively, add the apps that Sales Rep or Sales Manager users would be using on a day-to-day basis when executing LMS activities
  • When implementing the Absorb LMS package for end users, permissions can be added based on their needs.
    setup-41.png
  • Now select “Object Settings” from the drop-down menu
  • Click on “Contact Awarded Competencies” and check the box for Read, under Object Permissions
    setup-42.png
  • Repeat the same steps for the “Contact Class Attendances
    setup-43.png
  • Click on “Contact Enrollments”, click “Edit” and check off “Read”, “Create”, “Edit
  • Save the new settings
    setup-44.png
  • Note that completing the above steps for “Contact Awarded Competencies”, “Contact Class Attendances” and “Contact Enrollments” will grant read access to the Contact object automatically. This happens as the Contact is the Master in the Master-Detail relationship
    • Record sharing controlled by the org security model due to master-detail relationship with Account and Contact
 
Absorb LMS Enroll Other Salesforce Users
This permission set is complete as-is and does not require any additional modification unless desired. This Permission Set contains a custom Permission that determines whether a user can enroll other Salesforce users into courses and curricula. This Custom Permission can also be granted directly to a Profile.
 

Post-Install Configuration: Environment Linkages & SSO

Enable Salesforce Identity Provider & Salesforce Certificate

To enable Single Sign On (SSO) functionality and link Absorb to Salesforce, Identity Provider functionality must be enabled and modified.
 
Navigation: Setup > Identity > Identity Provider
  • If Identity Provider has not already been enabled in the org, click “Enable Identity Provider” while on this page
  • Download the certificate for use later
setup-45.png
If you are not given the option of entering in a name, the security certificate that gets generated will need to be modified. Navigate to Setup > Security > Certificate and Key Management
  • Click “Edit” next to the certificate that will be used for Absorb
    setup-46.jpg

  • Change the Label and Unique Name of the Certificate “Absorb SSO” and “Absorb_SSO”, respectively
  • Save the changes
 

Connected App

The managed package comes with a Connected App that needs to be updated after a successful install. 
 
Several values in the packaged connected app need to be updated.
  • Setup Home > Apps > Connected Apps > Managed Connected Apps > Click “Absorb SSO” 
    setup-47.png

  • Once in the connected app, click “Edit Policies"
    setup-45-1.png
  • The Subject Type, ACS URL, and IdP certificate need to have certain values.
    setup-49.jpg
  • ​Subject Type: value for this field will be used to identify the logged-in Salesforce user against the logged-in user in Absorb
    • Select any Subject type except Persistent ID
    • Remember which subject type is used, because subject needs to be selected in the Setup App and Visualforce Page as well 
  • ACS URL: Replace “LMS-DOMAIN-HERE” with the domain of the Absorb LMS instance you will be connecting to (E.g., yourdomain.myabsorb.com)
  • IdP Certificate:  Select the “Absorb SSO” certificate
  • Click “Save"
 
After those settings are complete, you will need to determine the users who will have access to the Connected App. This can be done either with Permission Sets or by Profile.
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  • Add the profile(s) of the users that you want to be able to access syncing and enrolling features of Absorb
  • Add either the baseline or completed permission sets. This means any Salesforce user with those permission sets will have access to Absorb features through the connected app
    • Absorb LMS API
    • Absorb LMS Administration
    • Absorb LMS Sales Ops
    • Absorb LMS Standard User
 

Update Subject Type Field Value for SSO

After the Connected App is configured, the field value for the subject type selected in the Connected App will need to be updated for any user that requires access to Absorb connectivity.

 

Create SSO Setting in Absorb Instance 

After the SSO and Connected App are configured in Salesforce, an SSO setting needs to be created in the Absorb portal you are connecting to.
 
Within the Admin console in Absorb, click on the Account icon in the upper right, followed by “Portal Settings”, and then on “Manage SSO Settings”. 
                
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  • Once on the Manage SSO Settings page, click “Add
  • Complete the below fields:
    • Name: Enter a name
    • Method: SAML
    • Key: Paste the certificate key from the certificate that was downloaded earlier
      • Open the certificate with a text editor program like TextEdit on macOS or Notepad on Windows
    • Mode: Identity Provider Initiated
    • Id Property: Select the field with the value to be matched against the selected Subject Type in Salesforce
      • Unique identifier for Salesforce Users and Absorb Users
    • Login URL: Enter the appropriate login URL used during the authentication process.
    • Assigned Routes: Select the Route (the domain of the Absorb Instance)
  • Save the SSO Settings
setup-63.png
 

 

Setup the API User 

The API User is the user in Salesforce that handles all the record inserts and updates in Salesforce. Therefore, the API user is the user that should be authorizing Absorb into Salesforce using the Setup App.
 
  • Assign the Permission set to the user that is to be the API user in the org by navigating back to the Permission sets page, and clicking on “Manage Assignments” for the Absorb LMS API Complete permission set.
    • Select the API User for your org
    • Save the selection
      setup-64.png
  • After assigning the permission set to the API User, update the value for the field selected in Subject Type for the Connected App to match the value of the field selected for Id Property selected in Absorb’s Manage SSO settings page.
    • For example, if the Subject Type selected in Salesforce Connected app is “Federation ID” and the Id Property in Salesforce is “Username”, then the Username of the system user in Absorb needs to be copied into the Federation ID field for the user in Salesforce
Navigation: Setup > Users > User > Click “Edit” > scroll down > enter matching value from Absorb
setup-65.png
 
 

Remote Site Setting

The Absorb domain needs to be authorized in your Salesforce org. This can be done via the creation of a Remote Site Setting.
 
Navigation: Setup > Security > Remote Site Settings > Click “New Remote Site
  • Remote Site Name: Enter a name
  • Remote Site URL: Enter in your domain
  • Click Save
setup-66.png
 

Absorb Setup App

Included with the package is an Absorb specific setup ap​​​p with a Visualforce page. A Salesforce System Administrator would use this app to configure the linkages between Salesforce and Absorb. Anyone with the correct permissions can also map how records, fields, and people are synced between the two systems. This app can be selected via either the Lightning App launcher (see Figure 3) or the app selector in Classic (see Figure 4).
 
 
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​Figure 3 ​Figure 4
The toggle for enabling sync is disabled until every section has been completed.
 

System Connections

This section is where the link between Salesforce and Absorb is established and where emails for sync error messages are saved.
 
Note: The System Connections Portion of the app should be completed by the API User, since this user will serve as the handler for syncing between Absorb and Salesforce.
setup-69.png
  • Absorb Route: input Absorb Domain with https://
  • Identity Provider URL: Copy-Paste the IdP URL from the Connected App
  • Selected Subject Type (SSO): match the field that was selected in the Connected App
    setup-70.png
  • Click the button on the lower right to bring up a modal
  • Authorize Absorb into Salesforce
    setup-71.png
  • Add emails for where sync error messages will go
 

Learner Data

This tab of the setup app is where the mapping between users in Absorb and Contacts/Users in Salesforce are determined. The departments that they get synced into and User’s roles in Absorb are also determined here.
 
Complete the field mapping for both Contacts and Users. Refer to tooltips for additional information.
 

Course Data

The administrator also has control over which courses and curricula get synced into Absorb from the Course Data page. No options are selected by default.
 
Either sync all courses into the org (could take a long time depending on the volume of data involved) or select courses to include/exclude based on their tags.
 

Sync Users and Assign Permission Sets

Manual User Sync

Best practice would be to have users synced with Absorb prior to assigning permission sets. Otherwise users will have access to features and functionality before they are even set up in Absorb. 
 
Users can be synced into Absorb using a checkbox on the user’s detail page (after it’s been added to the User page layout). Note that it may take up to 30-35 minutes for the user to be added into Absorb.
 
Navigation: Setup > Users > Users > Click on a user
  • Click Edit
  • Check off the “Sync with Absorb” option
 
Note: Where this checkbox is located will depend on where you dragged it onto the page when customizing the page layout.
 
setup-72.png
 

Mass User Sync

If you have many users to sync into Absorb, a faster way would be to update multiple user records in the database all at once using the desktop Salesforce DataLoader tool.
 
In the situation where there are many users to sync, the user records can be exported into a CSV sheet where the values for the “Sync with Absorb” option can be updated to “True”. The same tool can then be used to update users in Salesforce with the modified CSV. Since the checkboxes will now be checked off, the trigger will begin the syncing process for all the users.
 
The Data Loader can be found in Salesforce Classic with the following navigation steps: Setup > Data Management > Data Loader.
 
More information on how to use the tool can be found at the below two links:
 

Assign Permission Sets

After the users have been synced into Absorb, they will need the correct permission sets to complete their daily tasks. Each permission set can be assigned to multiple users at once. See ​ Setting Up the API User to for a reminder on assignment process.
 
Only one user should have the API User permission set. Any user who should have the ability to enroll their direct reports into courses needs the “Absorb LMS Enroll Users” permission set. The “Absorb LMS Standard User” contains the minimum permissions required for utilizing enrollment features and Absorb components. The Administration permission set is intended for IT staff and system admins since it contains the same permissions as the API User permission set in addition to visibility of custom objects. The Sales Ops is for direct sales staff support that falls just short of technical support that IT provides, thereby granting permissions to view and edit custom object records while still respecting sharing rules.
 
These permission sets, when set up as described by this guide, can be used as guidelines for more in-depth user access control. I.e., by using custom profiles. 
 

Update Subject Type Field Values

Once the Users are fully synced and have been assigned Permission Sets, then they must have the value of the field selected for “Subject Type” in the connected app and Absorb Setup App updated. This value will need to match the value of the field selected for “Id Property” in Absorb SSO Settings.
 
For example, if Subject Type is “Federation ID” in Salesforce and Id Property in Absorb is “Username”, then the Federation ID needs to be updated to match the Username.

 

Post-System Connections Setup Flow

Data Handling

The point of truth for all LMS users created via the sync is Salesforce. The point of truth refers to what set of data is considered the most accurate. Contacts in Salesforce will only be provided with isLearner access to the LMS. If a client would like to provide a contact with admin access, they must do so manually from within the LMS. Any changes to data on a synced user’s profile must occur in Salesforce. These changes will sync back with the LMS, and overwrite any data adjusted in Absorb.
 

Contact Settings

Contacts and Users from Salesforce each have different user creation settings. The exception being the unique identifier used to map Salesforce contacts and users with LMS users, which is only used for the initial data load. For all subsequent syncs, the Salesforce ID/Integration External ID will be used as the unique identifier. 

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It is important to have all Absorb custom fields set up before connecting the application with your portal. To create a user in the LMS, there are six required fields. We have hard coded any Salesforce required fields with Absorb required fields. The remaining fields are not required within Salesforce, and have been left open so that you may select whichever field contains the proper data to be mapped across. The contact may also have custom fields mapped to LMS default fields. This is included later in the setup flow. 
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How Departments Are Handled

Before we get into department assignment options for contacts and users, we would like to provide some insight on how department organization in handled. When the Salesforce App system connection is enabled for your Absorb portal, a separate Salesforce department hierarchy will be created as a child to your overall parent department. Please note, this addition will not adjust the department structure you already have in place. The additional department, Salesforce Integration ID, allows you to connect multiple Salesforce instances with one Absorb portal. 
 
Note: You can see a sample of what the department hierarchy will looks like once the Salesforce App system connection is enabled for your portal on the next page.
 
Caution: Do not delete any department names under this hierarchy within the LMS. This applies to all departments under the Salesforce Departments structure. 
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Department Assignment: Contacts & Users

While the same three options are available for department assignment between contacts and users, there is a difference between the two user types. Contacts are external users that will be completing training within the LMS, and do not have access to Salesforce. Users are internal users (i.e., users that have access to Salesforce like a sales or marketing team, etc.) that you want to complete their training within Salesforce, and not have to navigate out to the LMS.
 
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There are three sync options when syncing a contact/user with a department in the LMS.
  • Option 1: Allows you to assign all contacts/users to their respective department created in the Salesforce hierarchy. You can rename the department’s default name as part of this setup flow. 
  • Option 2: Allows you to create your own departments underneath the default Contacts/Users department. This option pulls a value from a custom field from the contact’s/user’s profile. It will check to see if that value matches with an existing department underneath this portion of the department structure and assign the contact/user to that department. If there is no match the department will be created and the contact/user assigned to this department.
    • "create new departments under the default department when a match is not found in Absorb" - means searching only under the Salesforce department hierarchy for a match - not the entire portal department tree
    • An empty custom field with no department name will assign the contact/user to their default contacts/users department
  • Option 3: Allows you to select a field from the contact/user profile to match it across all departments in your portal. The field provided will be matched with the Department ExternalID value and must be an exact match. If there is no match the contact/user will be assigned to the default contacts/users department in the Salesforce hierarchy (as outlined in Option 1). This is designed for existing clients that have already created their department structure and do not want to alter it to use the application.
Below the department sync options, you can map any additional contact/user fields to Absorb fields, including custom fields. 
 
The last setting for configuring contacts/users to sync from Salesforce to the LMS is the new user email notification setting. Please ensure that if you have opted to suppress the welcome email as configured in Absorb, you already have configured a custom workflow in Salesforce to send a new user email from Salesforce. You’ll want to ensure that it contains the URL of your Absorb portal along with login instructions before you turn on the sync. 
  • For Contacts: As contacts do not log into Salesforce they will not be able to navigate to Absorb from the Salesforce Application. 
  • For Users: Please also include instructions on how to access the admin interface of your Absorb portal (https://example.myabsorb.com/admin). 
All other email, including course enrollment emails, are only controlled by the LMS and should be configured at the course or portal level by the LMS admin. 
 

User Settings

When configuring the user settings, you will notice that the default field mapping contains more fields in Salesforce which are locked down to map to Absorb fields. This is because there are more required fields in Salesforce for users. 
 
setup-76.png
 
Users require admin access to use the features provided with the Absorb Salesforce Application. For example, when a user enrolls themselves, and/or other users or contacts into training through the application, a RESTful API call is immediately sent to the LMS to complete the task. 
 
This RESTful API call recognizes the Salesforce user that is currently logged in and will use their credentials to process the enrollment. For this reason, the user must be an admin in Absorb for this task to complete. Through the setup of the application there are options to determine which roles and department administration settings each user is to be assigned to in Absorb LMS. 
 
setup-77.png
 

Admin User Role Assignment Options 

  • Option 1: Assign all synced users with one role. The roles that appear in this drop-down list are pulled directly from your Absorb portal.
  • Option 2: Allows you to add more than one role to the user’s administration rights, with multiple roles separated by commas. This option allows you to select a custom field where the values are matched with Absorb Roles. If the custom field is left empty the default role will be assigned. If there is a value in the custom field that does not match with an Absorb role, no role will be assigned, and an error will be sent through the sync error log. This user will still have access to the admin interface of the LMS, but when they navigate to the LMS, the Admin interface will show no data. 
​Important: If you are configuring your own custom roles for synced Salesforce users, please ensure the following permissions are enabled for the user to utilize the full feature set of the application. Note: The below permissions are the minimum required to utilize the full feature set of the application.
  1. Instructor led courses:
    1. View
  2. Online Courses:
    1. View
  3. Curricula:
    1. View
  4. Enrollments:
    1. View
    2. Modify
  5. Venues:
    1. View 
  6. Resources:
    1. View
  7. Competencies:
    1. View
  8. Users:
    1. View
    2. Modify
  9. Departments:
    1. View
  10. Reports:
    1. Course Activity
    2. ILC Activity
    3. Learner Activity
    4. Learner Progress
    5. Department Progress
    6. Waitlist
    7. Curricula Activity
    8. Learner Competencies
    9. ILC Sessions
    10. User Transcript
 
Important: There is an extra permission for ILC's. The modify enrollments permission under the ILC section will be required if using ILC’s.
 

Admin User Management Options 

  • Option 1: “Administer all Learners in Absorb”, provides users with the ability to administer all learners in Absorb (no rules applied)
  • Option 2: “Only administer other Learners originally sourced from this Org”, provides users with the ability to administer learners assigned to a specific Salesforce Integration ID department in the Salesforce hierarchy. This option includes the ability to manage all sub-departments of this department.
  • Option 3: “Only administer other Learners in a specific Department”, provides users with the ability to only administer other learners in a specific department with the option to include, or to not include, sub-departments. This option matches the value in the custom field of the user’s profile with the Department external ID. If there is no match, an error will be sent, and this user will only have isAdmin toggled on with no role assigned.
    • An admin can only be assigned for user management of one department for their admin role as part of the sync. Please ensure that the department syncing logic you are selecting is in line with the admin user management settings.
    • You should only select, "manage sourced from this org", if either of the two following department sync options are selected:
      • ​"Place all contacts in the default department" or,
      • ​"Create new Departments under the default Department named above when a match is not found in Absorb's Salesforce Department hierarchy"

​​Course Sync

  • There are two main options to sync courses from Absorb LMS to Salesforce. 
  • Option 1: Sync all courses in Absorb LMS. Please note this excludes course bundles. 
    setup-78.png
  • Option 2: Sync courses with (one of) the following tags, or sync courses that do not have the listed tag(s). The drop-down list of tags are pulled directly from your Salesforce instance.
    Please note this excludes course bundles. There is a limit of 255 tags that can be pulled from the LMS into the setup flow. If your portal has more than 255 tags not all will be able to be selected.
    setup-79.png
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